Administrative Specialist-Movement Disorder

University of South Florida•Tampa, FL

21h

About The Position

The Administrative Specialist provides comprehensive office and administrative support for the Byrd Parkinson’s Disease and Movement Disorders Center at USF. This position performs a wide range of operational and clerical duties to support daily departmental functions, including managing incoming calls, conducting appointment confirmation calls, preparing correspondence and reports, maintaining files and departmental databases, coordinating calendars and schedules, and arranging travel. The role also assists with initiating and processing purchasing transactions and supporting leave administration, ensuring efficient and organized operations in support of clinical, research, and administrative activities. This is a Time-Limited Position. Grant-funded.

Requirements

High school diploma or equivalent
At least four years of experience in an office or administrative support position.
Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Responsibilities

Plan, prioritize, and schedule meetings and appointments for the director of the Movement Disorder Center.
Make decisions on daily basis regarding the office and Director's calendar.
Perform specialized administrative duties for the director as needed.
Perform scribe duties for Center director during patient visits as requested.
Maintain faculty calendars, schedules, and departmental meetings.
Handle information requests, plan conferences and meetings, provide purchasing and payroll support and fulfill employment administration requirements such as making travel arrangements and maintaining calendars and schedules.
Coordinate basic office moves, sets up office equipment repairs, and arranges for general office or building repairs.
Operate office equipment, including copier, scanner, and printers to meet document preparation and production requirements.
Provide information, assistance, and services to patients contacting the office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence.
Respond to routine inquiries regarding faculty.
Confirm and provide information for clinical and research appointments.
Obtain medical records prior to appointments.
Provide purchasing support by preparing and initiating purchase orders.
Make travel arrangements for faculty, guest speakers, and guests.
Prepare and submit travel expenses and reports.
Assist in generating Center reports and completing compliance activities.
Use PCards and making purchases for the department.
Screen internal and outside mail and screens telephone messages.
Maintain lab reports and ensures they are signed by an Investigator in a timely manner as required by the division.
Work with minimal supervision with planning, organizing and coordinating multiple work assignments and establishes and maintains effective working relationships with others.
Effectively and professionally communicate sensitive information and maintains confidentiality.
Data entry for clinical trials, proofing for data entry errors and preparing patient/participant documents for study visits, which includes developing source documents as needed.
Assist with monitoring visits and attends Investigator Meetings as requested by the Research Administrator.
Coordinate patient visits and testing, obtains required information from study subjects during visits.
Provide administrative support for clinical research, assisting Research Administrator and Research Support Specialist.
Draft portions of publications or training manuals.
Produce graphs, charts and tables from data collected.
Provide information on studies to potential program participants and the general public.
Maintain and updates Center websites, social media and ongoing research public listings.
Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.
Administer and supports various programs of the Center as appropriate, including community outreach, support groups, exercise programs and fundraising efforts.
Oversee and supports various public relation functions.
Provide coverage for the clinic’s front desk as needed, including greeting and checking in patients, answering incoming phone calls, directing inquiries to the appropriate staff, scheduling, and ensuring a welcoming and efficient patient experience.
Organize activities and represent the Center at community outreach events, health fairs, educational programs, and related activities. Participation may occasionally include weekend hours, depending on event scheduling.
Perform other duties as assigned.